Conserving our Island story

2017 Annual Report on the work of Heritage and the Archivist under the Public Records (Jersey) Law 2002.

ACCREDITED ARCHIVE SERVICE

jerseyheritage.org AssociationRegistered of charity: Jersey 161 Charities, No. 161 INTRODUCTION

CONTENTS

Introduction 03 Storage and Environment 16

Staffing 04 Conservation and Preservation 19

Accountability Cataloguing 20 Case Study - Independent Jersey Care Inquiry Archive 06 Closed Records 23 International and Economic Impact Case Study - Ancestry Partnership 07 Access 24

Community and Learning Management and Oversight 25 Case Study - Volunteering at Jersey Archive 08 Case Study - Channel Islands Family History Society 09 Appendix A Public Records transferred in 2017 26 Island Wide Identity Case Study - Archive 10 Appendix B Key Performance Indicators 31 Records Management 11 Appendix C Transfer 14 Archive Funding 33

02 | 2017 ARCHIVE ANNUAL REPORT INTRODUCTION

INTRODUCTION Archives provide evidence of who we are, where we came from and where we are going in the future. The preservation and provision of access to archival material is an important part of government accountability and the documents provide evidence of decisions and actions that impact on our daily lives.

Archives also have the power to impact on our records and requests for loans of material back to the material from Public Institutions for at least the next emotions. Reading the letters, diaries and accounts of institution. 25 years. The strongroom development includes a individuals turns names on a page into personalities dedicated digital server room and a key priority for Highlights of Jersey Archive’s work in 2017 include; and allows us to understand the complexity of people 2018 is to investigate and select a long-term digital and communities’ everyday lives. • The addition of over 30,000 catalogue entries to preservation provider. our online resource The public domain archive of the Independent The long-term funding of the Jersey Archive service with Jersey Care Inquiry, transferred to Jersey Archive in • Responding to over 4,000 enquiries by members of appropriate levels of staffing, investment in long-term October 2017, is an important example of both these the public and from Public Institutions solutions for digital preservation and the maintenance aspects of archival material. It provides evidence and of the new archive building remains a key question for • The revision of 25 retention schedules working accountability whilst impacting our emotions with the discussion and resolution in 2019 and beyond. across a number of Public Institutions testimony of survivors. • A 63% increase in online use following the launch of In 2017 Jersey Archive continued to collect, preserve Jersey records on Ancestry at the start of 2017 and promote access to the Island’s documents. We increased our online resources and as a result saw a • The donation of over 2,300 hours of volunteers time Linda Romeril 63% increase in global online access. We also continued to support services we provide Archives and Collections Director, Jersey Heritage to provide advice to Public Institutions under the In January 2018 construction of the new archive Public Records Law with several hundred enquiries strongroom block commenced with a completion from 28 different institutions during the course of the date of January 2020. On completion, this investment year. These included records management advice, FOI will allow us to continue to transfer physical archive requests, transfer advice, queries concerning closed

2017 ARCHIVE ANNUAL REPORT | 03 STAFFING

STAFFING

The Archivist’s report of 2016 highlighted the staffing challenges that the service faced following the loss of temporary staff funded through the FOI implementation programme. Following the publication of the 2016 report I was asked to prepare a business case for additional staff for EDTSC to review and take to the Council of Ministers. This business case was produced and sent to EDTSC in September 2017 with letters of support from the Records Advisory Panel and Jersey Heritage Board of Trustees. The paper included the following executive summary highlighting the increased legal and governance obligations on Jersey Archive and also the increased workload placed on the archive service since 2000. This bid is currently under consideration.

• The States of Jersey has an obligation under Public Records, Freedom of • The team also provide a records management service for all public institutions, Information and Data Protection legislation to manage, organise and provide appraising records, creating and reviewing retention schedules and having access to the records of its activities. ultimate responsibility for decisions on disposal of public records. • The Public Records Law appoints the Chief Officer of each Public Institution as • The end of a three year funding agreement with the Chief Minister’s Department the public records officer who has a duty to ensure compliance with the law and has led to a reduction of 35% in staff numbers, from 12.5 FTE to 8.1 FTE, at Jersey with the retention schedules produced by the Archivist. Archive from 2015 – 2017. • Jersey Archive is currently underfunded to carry out the governance requirements • In direct contrast to this reduction in staff numbers the archive service is now placed on the service by Public Records, Freedom of Information and Data managing more records, more retention schedules, increased numbers of digital Protection legislation. transfers and more enquiries from both Public Institutions and members of the public. • Without additional staff the archive cannot fully support public institutions and enable them to meet their obligations. This will result in risks to the long-term • To ensure that Jersey Archive continues to meet its governance requirements preservation of vital records, in particular to the identification, transfer and long- and to provide records management and archiving services to Public Institutions term storage of digital material. I would request funding for 4 additional permanent staff positions at Jersey Archive. • The archive team provide a significant service to all public institutions by preserving, storing, answering enquiries about and providing access to over 350,000 public records that, prior to 2000, were the responsibility of public institutions.

04 | 2017 ARCHIVE ANNUAL REPORT INTRODUCTION

2017 ARCHIVE ANNUAL REPORT | 05 ACCOUNTABILITY

Archives help people to make informed decisions and act as evidence of political, community and personal actions. INDEPENDENT JERSEY CARE INQUIRY ARCHIVE Case Study

On 3rd July 2017 the Panel of the Independent Jersey Care Inquiry delivered their In October 2017 and January 2018 Jersey Archive received digital transfers of over report into the abuse of children in the Island’s care system to the States of Jersey. 10,000 public domain PDF documents which contained redacted versions of the The report included the following recommendation concerning the appropriate evidence and witness statements seen by the Panel. This material is now being archiving of the millions of pages of evidence and witness statements gathered by preserved, catalogued, indexed and made available online. The project involves the the Inquiry. cataloguing of the largest digital archive held by Jersey Archive and will be completed by the end of 2019. ‘13.47 Jersey citizens and politicians have properly expressed to the Inquiry their concern that the archive of the Inquiry be preserved for posterity. The IJCI has shown the importance of keeping the original records which detail the official account of the care system in Jersey from the 1940s – 2000s. These records 13.48 We recommend that all public-domain material from the Inquiry should remain are stored at Jersey Archive and were used extensively by the Inquiry as evidence of in the public domain in perpetuity, and that the archive of its documentation should the management of the care system and of individual’s experiences whilst in care. be preserved for Jersey. When added to the witness statements produced as a result of the Inquiry these documents provide powerful testimony into the system of care in the Island and the 13.49 The Inquiry has undertaken some preliminary planning and research for the often harrowing aspects of Jersey’s history they contain. management of its archive. We recognise the experience available in Jersey through the Jersey Archive and believe that to be a primary source of assistance and a repository for all public-domain material.’

06 | 2017 ARCHIVE ANNUAL REPORT INTERNATIONAL AND ECONOMIC IMPACT

Archives help Jersey to promote our unique cultural heritage to a worldwide audience. They inspire people to discover more about our Island and its people ANCESTRY PARTNERSHIP Case Study

In January 2017 Jersey Heritage launched a partnership Jersey Wills and Testaments and 19th Century Hospital with Ancestry.com, the world’s largest for-profit genealogy Admission Registers. These indexes can be searched company, to provide online access to images of Jersey’s on Ancestry and then include direct links to the Jersey Church of England baptism, marriage and burial records Heritage catalogue giving users the option to pay for a via the Ancestry site. Jersey Archive has provided online copy of the original record. access to catalogue descriptions of records since the Online records are a key way for the Jersey Archive to archive opened in 2000 and to digitised images of engage with people around the world and to allow them to records via a subscription, or pay per view service, from discover their links to Jersey. Aside from Jersey, the top ten 2015. However, whilst the number of visits to the archive countries with users of the online catalogue include the catalogue is growing significantly each year, the global UK, US, Australia, Canada, France and New Zealand. The reach of Ancestry gave an ideal opportunity to promote following comment, from an online subscriber, shows the Jersey’s records to a significantly larger audience. importance of our online promotion. As part of the partnership agreement Ancestry digitised the Jersey Church of England records and have provided ‘I’d like to add that I think the work that Jersey Heritage copies to the Jersey Archive for display on our own does in respect to the archiving programme is fantastic. catalogue. We have a team of 11 volunteers who are Thanks very much to both you and all your colleagues working to place these records and their digitised images for undertaking this important function.’ online and to date over 15,000 records have been entered allowing users to search for the names of their family The impact of the Ancestry Partnership has been members getting married in the Island. significant with visitors to the Jersey Heritage online catalogue increasing by 63% in 2017 when compared Ancestry has also promoted the Jersey Archive indexes to to 2016. key collections such as the Occupation Registration Cards,

2017 ARCHIVE ANNUAL REPORT | 07 COMMUNITY AND LEARNING

Archives help people feel a part of and get involved with their local community through partnerships with other organisations, volunteering opportunities, group visits and workshops. They promote opportunities for lifelong learning. VOLUNTEERING AT JERSEY ARCHIVE

Case Study

Volunteering has always been a key factor in the success and achievements of Jersey Archive. Without the support and commitment of our volunteers we simply would not have been able to make the progress we have in our online projects, preservation and repackaging and digitisation programmes. I would like to thank all the volunteers who contributed their time towards our projects in 2017. In 2017 Jersey Archive volunteers donated a total of 2,322 hours of their time working on projects to preserve records and collections through our repackaging programme and make archives more readily available by scanning, cataloguing and researching. Volunteers at the Jersey Archive have a variety of reasons for joining the archive team including students wanting to gain work experience to enhance their studies, individuals volunteering as part of the back to work scheme and volunteers who are retired and enjoy the weekly challenge of deciphering old handwriting and continuing to use their IT skills. Volunteering not only enhances the work of the archive staff but also allows the Jersey Archive to contribute towards lifelong learning, supporting people back into the workplace and well-being agendas.

08 | 2017 ARCHIVE ANNUAL REPORT COMMUNITY AND LEARNING

CHANNEL ISLANDS FAMILY HISTORY SOCIETY

Case Study

Jersey Archive has a key partnership with the Channel Islands Family History Society, ‘Of course, I spent the morning in the Archive yesterday and I can only praise the whose collections are stored at Jersey Archive. The CIFHS provide volunteers to staff who were so helpful to myself and my wife as we were working on the items work at our help desk with archive staff to give members of the public one to one in the attached request. Not only your regular staff but the lady volunteer from the assistance when tracing their family history. CIFHS who was so helpful and went the extra mile to find information for us. It really was time well spent in the Archive and has only led to their being further questions CIFHS volunteers are available when the Jersey Archive is open to the public and which I had not envisaged when I first made contact.’ during 2017 over 20 different volunteers provide support for researchers visiting the archive. Having volunteers working with staff in our help desk areas allows us to spend time with each individual visitor, ensuring that they find the information they are searching for as the following comment shows;

2017 ARCHIVE ANNUAL REPORT | 09 ISLAND WIDE IDENTITY

Archives help people feel a sense of connection with and belonging to their Island, community, home, organisation, school and family. JERSEY EVENING POST ARCHIVES

Case Study

In November 2017 images from the Jersey Evening Post photographic archive were These are some of the comments that we have already received: launched online for members of the public to view, comment on and download as part of the Archive’s pay per view programme. The archive tells the pictorial story ‘The man on the right is Alf Le Cuirot (Foreman).A lovely man who had served in the of Jersey in 20th century and includes 1.5 million images showing political, social, Royal Warwickshire during WW2.’ cultural, architectural and environmental changes in the Island over 8 decades. ‘Mr Eric Walker Bomb Disposal Officer working with PC Stuart Elliott, States of Jersey Throughout 2017 project staff and volunteers worked together to scan, repackage, Police. Who in later years replaced Mr Walker as BDO.’ catalogue and index the original negatives so that they can be searched online and enjoyed by members of the local community and those with Jersey connections ‘The teacher is Miss Broadhurst, a wonderful lady who I was lucky enough to have as around the world. The project staff were employed by Jersey Heritage using money a teacher in 1972-1973.’ from the Jersey Heritage Patron’s Fund. The staff and volunteers scanned nearly 300,000 images during the year and catalogued over 15,000 jobs giving a real ‘The two kids in the dustbins were part of the Coin Varin Arts Alive. On the left Daniella impetus to the project. Moscardini on the right Charlie McArdle now on BBC TV and Radio.’ At the heart of the archive are the images of community; schools, sports, Island events, celebrations, birthday cake winners and local clubs and associations. Now that a significant number of images are available Jersey Archive will be encouraging Islanders to tell their stories by searching for images of their school or social club and adding comments to the online catalogue. This work will not only engage the local community with the archive but it will also allow us to enhance the collection by adding individual recollections, anecdotes and stories.

10 | 2017 ARCHIVE ANNUAL REPORT RECORDS MANAGEMENT

PUBLIC RECORDS LAW COMPLIANCE The Public Records Law was introduced in 2002 to ensure that records produced by Public Institutions are correctly managed.

The Law gives Jersey Heritage, the Archivist and Public Institutions a number of duties to perform with the ultimate aim of preserving and providing public access to the archival records which tell the story of Jersey’s cultural, social, economic and political development.

2017 ARCHIVE ANNUAL REPORT | 11 RECORDS MANAGEMENT

RECORDS MANAGEMENT

Good records management tracks each physical or digital record through its life-cycle The Freedom of Information implementation process gave additional temporary from creation through use to eventual disposal – either to be stored as part of the staff and financial resources to Jersey Heritage. This allowed the Archivist to have historic record of the Island or to be confidentially shredded. Jersey Heritage and the assistance in working with all institutions to produce retention schedules, answer Archivist’s role is to work with Public Institutions to identify which records should queries and manage public records. These resources have now ceased. be designated as archives and how long other records should be kept for legal and A total of 194 retention schedules now exist across the Public Institutions and regular administrative reasons. reviews of schedules are taking place to reflect changes in responsibilities and Under the law the Archivist is responsible for working with each Public Institution to functions. On 25th May 2018 the new European General Data Protection Regulation produce a retention schedule which identifies each type of record created, the length was enacted alongside the updated Date Protection (Jersey) Law 2018. Guidance of time it should be kept by the institution for and whether it has long-term archival under the new regulation and law suggests that retention schedule reviews are an value. integral part of the preparation for GDPR. The criteria used by the Archivist in determining archival value is set out in the Jersey Under the Public Records Law all changes to retention schedules need to be Archive appraisal policy and summarised below: signed off by the Archivist and Public Institution. With current resources for records • Records that show Jersey’s social development, including demographic, cultural management within Jersey Archive at less than 0.5 FTE the timely and appropriate and economic change; review of all schedules is not possible. It should be highlighted that there are 64 • Records that document change, continuity and development in Jersey over time schedules due for review in 2019 with each review taking several weeks to complete. and assist with the historic interpretation of such changes; • Records that show States’ administration’s policies, procedures and decision making processes; • Records that show and document the significant functions and activities of States of Jersey administrations; • Records that show changes to Jersey’s physical environment; • Records that relate to notable events or persons; • Records that are suitable for statistical and quantitative analysis; • Records that show the development of communities in Jersey and • Records that can be used in the growing field of genealogical research.

12 | 2017 ARCHIVE ANNUAL REPORT RECORDS MANAGEMENT

Number of Schedules due for 5 year review

70

60 64

50

45 40

30

26 20

19 10

9

0 2018 2019 2020 2021 2022

2017 ARCHIVE ANNUAL REPORT | 13 TRANSFER

TRANSFER Number of Collections Transferred under Public Records Law

In 2017 56 new collections of records were received 140 from Public Institutions, a total of 14.5 cubic meters and 10,802 electronic files of archival records. The increased rate of transfer seen in 2015 after the introduction of 120 the Freedom of Information (Jersey) Law has returned to 2010-2011 levels in 2017. This is due, in part, to space restrictions at Jersey Archive which means that 100 the transfer of some large collections from Public Institutions has been delayed until 2020 when the new strongroom extension should be complete. 80 As part of the transfer process the basic details of the accession are recorded, this includes a high level description of the material transferred, the Public 60 Institution responsible for transferring, the location of the material and amount. After transfer the management of the collections, care of the material 40 and the initial enquiries into access are all handled by archive staff. 20 Appendix A is a list of all collections transferred by Public Institutions in 2017. 0 2010 2011 2012 2013 2014 2015 2016 2017

67 53 66 84 88 119 83 56

14 | 2017 ARCHIVE ANNUAL REPORT 2010 2011 2012 2013 2014 2015 2016 2017

67 53 66 84 88 119 83 56

2017 ARCHIVE ANNUAL REPORT | 15 STORAGE AND ENVIRONMENT

PHYSICAL STORAGE In 2017 significant progress was made towards starting the £3.5 million capital project to extend the physical and digital storage provision at Jersey Archive.

During 2017 the project went out to tender and as a result AC Mauger Construction were appointed to carry out the building works. In January 2018 the two year project started on site with a programme completion date of January 2020. The new strongroom block will allow for at least 25 years storage for key physical archival records and will also provide, for the first time, a dedicated digital storage area for storage of both born digital and digitised archive material. The project also gives increased reception space for new collections to be delivered including quarantine and cleaning areas for documents arriving at the archive in poor condition.

16 | 2017 ARCHIVE ANNUAL REPORT STORAGE AND ENVIRONMENT

DIGITAL STORAGE

With the project to extend physical storage provision at Jersey Archive underway Over time file formats and software will change and less well used file formats may it is vital that we now look at the options for long-term digital storage provision. become obsolete with software that renders the files no longer supported. Systems Jersey Archive currently holds 20TB of digitised and born digital records. This storage should be put in place to review file formats, convert them to viewing copies and also will continue to grow as more digitised content is generated internally through our to the latest file type whilst retaining the original file for its evidential quality. scanning programmes and more digital material is transferred from Public Institutions Digital data is subject to breaches in security and also viruses that can attack a under the Public Records Law. system and corrupt files rendering access impossible. Confidential data can be Digital preservation of records and ensuring their future accessibility brings its own obtained leading to significant breaches under Data Protection Legislation. challenges. Digital materials have the potential to be edited or altered with ease and To help mitigate these risks the Jersey Archive has identified an appropriate digital damaged by media failure or software obsolescence. For the user to have trust in the storage and preservation solution and will look to implement this, budget allowing, integrity of the data it is vital to have proof of the authenticity of the material. These in 2018. records may be used in legal cases, by researchers, Government and members of the public. We can mitigate these risks by using checksums, which give an overview of file format and will highlight any changes to the data, give audit trails and ensure that the data is held in a secure environment with viewing copies provided for the public where appropriate. Checksums must be generated and frequently recalculated to identify any loss and ensure the integrity of the data. Checksums are currently generated manually and increased digital transfers will require a digital preservation system in place. Redundancy must be avoided by replicating or backing up files, introducing diversity in dependent technologies and storing data in more than one Geographical location. Storage media, such as hard drives, must be monitored and refreshed and ultimately placed on a server which is monitored for file format obsolescence and subject to frequent checksums.

2017 ARCHIVE ANNUAL REPORT | 17 STORAGE AND ENVIRONMENT

ENVIRONMENT Ensuring a stable, clean environment for storage of records at Jersey Archive is essential for the long-term preservation of the material.

The archive team aims to meet British and European Standards for the storage of archival records and the brief for the new strongroom block includes reference to these standards. In 2017 and early 2018 two new standards were introduced; BS4971: Conservation and care of archive and library collections and BS EN 16893: Conservation of Cultural Heritage. Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections. The Archive Conservator has analysed the conditions within the strongrooms at Jersey Archive against both the old and new standards which specify the temperature and humidity at which archives should be stored to ensure their long-term preservation. The new criteria specified under BS4971 is for storage conditions in which humidity is maintained between 35 – 60% and temperature between 13 - 22ºC with an annual average of below 18ºC. The Jersey Archive strongrooms are designed to control the environment within the strongroom passively, air- conditioning is not used and the storage areas are continually monitored using a building management system. In 2017 the 1st and 2nd floors of the strongroom block met the humidity specified in BS4971 100% of the time with the ground floor only exceeding the upper limit of 60% on 3 days and the 3rd floor on 4 days over the course of the year. Temperature has always been more challenging to control using a passive system with no means of cooling in the Summer months. The new standard allows a wider range of temperature, up to 22ºC compared with 20ºC, as long as the average temperature over the year does not exceed 18ºC. In 2017 the annual average temperature in all strongrooms did not exceed 18ºC. The upper limit of 22ºC was exceeded on 16 days in the 1st floor strongroom and 5 days in the 2nd floor strongroom. The ground floor and 3rd floor strongrooms did not exceed the upper limit.

18 | 2017 ARCHIVE ANNUAL REPORT CONSERVATION AND PRESERVATION

CONSERVATION AND PRESERVATION

When documents arrive at Jersey Archive their physical condition is assessed by our collections, minutes, a headmaster’s diary from the Jersey Home for Conservator. Records have often been stored in unsuitable damp or dirty conditions Boys and early bankruptcy records including cases from the 17th and 18th centuries. and the first job on arrival of a new collection is to clean, repackage and monitor 4 items were also conserved in house. the material for mould growth or insect damage. Once collections are in a stable The bankruptcy records include lists of the movable and immovable property of the condition they are placed in the strongrooms to await cataloguing. debtor and can provide a fascinating insight into an individual’s property transactions Physical conservation of individual items is a time consuming process and each year and financial records. One of the registers that has been re-bound and can now be we aim to conserve a small number of items that are in such poor condition that they consulted covers the 17th century and the period of the English Civil War. are in danger of further deterioration and cannot be used by members of the public. Bankruptcies listed in the register include men and women, an example being Jersey Archive currently holds over 1,000 catalogued items that are in an unusable Elizabeth de Soullemont. Elizabeth was the daughter of Pierre de Soullemont, owned condition and cannot be consulted by members of the public until conservation work land in St Helier and rented in her own right despite being married to Thomas Laurens. has taken place. There are also 3,400 catalogued items in poor condition that will Pierre de Soullemont died in 1642 leaving Elizabeth to inherit his possessions. Pierre deteriorate further with heavy use. owned land on the outskirts of the Town of St Helier including three fields in the Fief ès Débenaire which Elizabeth’s bankruptcy show her selling. Elizabeth’s bankruptcy In 2017 we used an external firm of archive book binders to repair 35 volumes. These records cover the period of the 1640s – 1670s. included log books from individual primary schools, accounts books from Parish

2017 ARCHIVE ANNUAL REPORT | 19 CATALOGUING

CATALOGUING Cataloguing is one of the core functions of the archive once the records have been identified and transferred to the Jersey Archive building. Cataloguing opens up access to the records allowing both Public Institutions and members of the public to see detailed, indexed, online descriptions of the archives. In 2017 31,465 new records were catalogued and their descriptions are now available to view online.

Cataloguing allows us to make Jersey’s archival records available for public or States employee’s consultation. Cataloguing of public records benefited significantly from FOI funding but our current permanent cataloguing resource is at 0.5 FTE for all records received at the Archive. Our current backlog of physical public records is 190 cubic metres. This does not include the cataloguing backlog for digital records or for private collections such as the Jersey Evening Post Photographic Archive. The detailed cataloguing and indexing of archival records demands a wide breadth of knowledge from the cataloguing team. Records that come to Jersey Archive under the Public Records Law reflect the functions of central and local government as well as the Judiciary. The cataloguing of each new collection requires the member of staff to gain an understanding of the Public Institution that produced the records and the policies, procedures and processes behind each function and section of the institution. In 2017 archive staff catalogued public records from the Bailiff’s Chambers, the Probate Division of the Judicial Greffe, plans from the Department for Infrastructure, Alien’s Cards from Customs and Immigration and States Prôjets from the States Greffe.

20 | 2017 ARCHIVE ANNUAL REPORT CATALOGUING

D/S/B16/8 - Aliens registration card of Cyril Francis Le Floch, born 19/07/1917 in . Nationality: French by parentage.

C/A622/1992/P105 - St James’ Church, School and Vicarage: Leasing and Acquisition, lodged by the Island Development D/L/07/A/22 - Noel & Porter Ltd annual list of members D/AL/A11/1930/1 - Plan of Manholes Committee. and summary of capital and shares. between Millbrook and First Tower.

2017 ARCHIVE ANNUAL REPORT | 21 CATALOGUING

Number of Records Catalogued and Available to Search Online

400,000

350,000

300,000

250,000

200,000 Records Online Records 150,000

100,000

50,000

0 2009 2010 2011 2012 2013 2014 2015 2016 2017

Records Catalogued 5,545 7,478 9,121 6,918 7,796 20,750 23,631 31,465

Records Online 213,096 218,641 226,119 235,240 242,158 249,954 270,704 294,335 325,800

22 | 2017 ARCHIVE ANNUAL REPORT CLOSED RECORDS

CLOSED RECORDS At the start of each year new archival records are opened to the public after closure periods of 30, 50, 75 and 100 years.

From September 2017 – January 2018 the Archivist worked with Public Institutions to provide details of and access to 233 records that were due to be reviewed. Each Public Institution then decided whether the files should be opened to the public or if they should be subject to continued exemptions under the FOI Law. 144 records reviewed in 2017 were opened for public consultation at Jersey Archive. Records opened to the public include a register from the Poursuite Criminelles division of the Royal Court including the case of Herbert John Le Moignan, alias Donald John Labey, who appeared before the court on a charge of bigamy on March 6th 1915. The records show that Herbert had married Ellen Mary Pirouet in St This was in the presence of a number of young ladies invited to a picnic at Bouley Clement’s Church on 13th July 1908. He then married Maria Hamon using the alias Bay by Miss Lydia Doris Royce. The boys were also accused of troubling the girls Donald John Labey on 28th September 1914 in St Helier’s Town Church. whilst they were at their picnic, playing football on the public road and using obscene At the time of his second marriage he had lied to the Reverend Leslie Ernest Burgess language in front of the young ladies. The four boys are sentenced by the Court to pay saying that he was single, aged 37 and born in Southampton when in fact he was 30 shillings fine or 4 days in prison. married, 31 and born in St Clement. Herbert pleads guilty to the charge and is transported from the Island to HM Prison, Dorchester. Also included is an Register from the Parish of Trinity which includes the case of Jean Choupeau aged 18, George Francis Querée aged 16, Aubin Dory Cabot aged 17 and Frederick Le Riche aged 16. On 26th April 1900 the boys were accused of interrupting the public peace by exposing their persons whilst swimming without costumes and of having played football on the beach at Bouley Bay with no clothes but their shirts.

2017 ARCHIVE ANNUAL REPORT | 23 ACCESS

ACCESS

The unique records held at Jersey Archive can be accessed by members of the public ‘Absolutely fantastic team of Archivists – it blew my mind tracing my family tree – in a number of different ways. Traditional in person visits to the archive increased to thanks for everything.’ 3,087 in 2017 from 2,901 in 2016. Written enquiries from members of the public and Public Institutions also increased from 3,900 in 2016 to 4,022 in 2017. ‘So many questions answered with such professionalism, thank you for your help giving me a major part of my jigsaw.’ The most significant increase in access came through the online catalogue with a 63% increase in use over the course of 2017. This is probably due to the increased ‘Very helpful staff – probably the most helpful of any archive I have visited in the last traffic from Ancestry, introduction of the JEP photographs and growth in awareness 30 years!’ of the online resource. Archives are also accessed through our programme of talks and tours and in 2017 ‘So pleased to see such good care being taken of history.’ we continued our popular ‘What’s Your Street’s Story?’ programme. In 2017 the programme included 12 talks given at the Archive and also 4 talks in local pubs; The Seymour, The Old Court House, The Vic in the Valley and the White Horse. These talks allowed us to take the ‘What’s Your Street’s Story?’ programme out to the local community. In 2017 we also opened up our talks programme to an online audience giving a live webinar to the Australian Society of Genealogist at 9am Jersey time, 8pm Sydney time. Ultimately the deep personal connection that individuals feel when accessing the rich archival material that we hold at Jersey Archive is extremely significant. The following comments from users of the archive, either in person, through talks and tours or online show the importance of their connections to our Island’s story.

‘By the way, the webinar was EXCELLENT!, and I look forward to finding out lots about my Jersey forebears, Australia’

‘It was a fascinating visit and you certainly convinced us that archives are not just old paper but all human life is there.’

24 | 2017 ARCHIVE ANNUAL REPORT MANAGEMENT AND OVERSIGHT

MANAGEMENT AND OVERSIGHT The work of both Jersey Heritage and the Archivist under the Public Records Law is reviewed by the Records Advisory Panel. The Panel have an advisory role and under the law may provide advice to the Archivist, Jersey Heritage, the Minister and Public Institutions. The Archivist would like to thank the members of the Panel for their continued support and advice in 2017.

In 2017 the Panel met on 5 occasions, including a joint meeting with the Jersey ‘The Panel felt that this was overall a very strong application, which meets all Heritage Trustees. The Panel discussed the Jersey Archive strongroom project, staffing requirements of the Accreditation Standard – one of only a few to do so in the and funding for Jersey Archive, Public Institutions covered under the law, the cultural scheme’s history. They considered that the assessment demonstrated a very strategy, the IJCI archive, GDPR and implications for Jersey Archive and closed records well run service, with a clear policy direction and an important role in the public to be opened in 2018. They also received a presentation from the States of Jersey accountability of the .’ Information Management team, looking at their road map and plans for records management in the States of Jersey. In November 2017 the Archive completed an interim assessment return to ensure that the service still met the Archive Accreditation Standard. The Panel confirmed that In their advisory role the Panel corresponded with the Chief Executive of the States Jersey Archive continued to meet the requirements of the standard and noted that of Jersey recommending an internal audit of records management within the States. they were: The Panel also wrote a letter to the Assistant Minister – Culture in support of the business case for additional funding prepared by the Archivist. Panel members also ‘..pleased to see a review which demonstrated so much progress and success in participated in the consultation for the Cultural Strategy. implementing major changes such as Freedom of Information. They also welcomed the update on investment in expanding the service’s physical capacity, and look The Archive has full Archive Accreditation at the highest level after applying to The forward to seeing this implemented when the service is next reviewed.’ National Archive scheme in 2014. The assessors noted:

2017 ARCHIVE ANNUAL REPORT | 25 APPENDIX A

APPENDIX A Public Records transferred in 2017

Public Institution Description Accession Number Accession Date

Bailiff’s Chambers Bailiff’s Chambers additional deposit: British War Vessels Photographic Album, 1892 JA/3165 04/08/2017

Chief Minister’s Chief Minister’s Department additional deposit: Photographs of ‘Blue Sky Thinking’ banners, JA/3063 25/01/2017 Department 2004

Chief Minister’s Chief Minister’s Department additional deposit JA/3213 12/12/2017 Department

Commonwealth Commonwealth Parliamentary Association additional deposit of Jersey Branch Newsletter, JA/3104 21/04/2017 Parliamentary April 2017 Association

Comptroller and Comptroller and Auditor General’s Office additional deposit JA/3214 12/12/2017 Auditor General

Customs and Customs and Immigration Service additional deposit. Includes Royal Court case files relating JA/3130 08/06/2017 Immigration Service to named individuals, 2011-2016.

Department of the Department of the Environment, Business Operations section digital transfer. Includes: JA/3067 01/02/2017 Environment Minister’s weekly meetings, 2011.

26 | 2017 ARCHIVE ANNUAL REPORT APPENDIX A

Public Institution Description Accession Number Accession Date

Department of the Department of the Environment, Rural Economy section additional deposit. Includes: potato JA/3129 07/06/2017 Environment marketing 1999-2004; minutes of agricultural loans committee/advisory board 1968-1990; agricultural statistics c1938-1971; agriculture and fisheries agendas 1998.

Department of the Department of the Environment digital transfer. Includes building Bye-law and Technical JA/3131 09/06/2017 Environment Guidance Documents, 2000-2016

Department of the Department of the Environment additional deposit (digital transfer). Includes: Historical JA/3145 28/06/2017 Environment maps, sketches and aerial views of Jersey, 1993-2008; Images of island bus stops, 1999; Images of the Parish of Trinity, 1985-2005.

Department of the Department of the Environment additional deposit. Includes: material relating to digital JA/3181 18/09/2017 Environment mapping, 1985-2008

Department of the Department of the Environment, Environmental Protection section deposit. Includes: Water JA/3186 29/09/2017 Environment Resources reports, assessments and investigations, 1985-2013.

Department of the Department of the Environment additional deposit. Includes: Agendas of Planning JA/3193 17/10/2017 Environment Application Committee meetings, 2016

Education Department Jersey Youth Service additional deposit. Includes: posters, reports, reviews, newsletters, JA/3077 21/02/2017 photographs, ‘on two wheels’ material and other items, 2004-2014.

Education Department Education Department Additional Deposit of Directorate Files. Includes: testing, JA/3194 19/10/2017 examinations, business plans, annual reports and other records, 1994-2011

Education Sport and Education Sport and Culture additional deposit. Includes contents of time capsule from JA/3135 13/06/2017 Culture Department d’Hautrée School, c1987.

2017 ARCHIVE ANNUAL REPORT | 27 APPENDIX A

Public Institution Description Accession Number Accession Date

Employment and Social Security additional deposit of policy documents, 1968-2010. JA/3113 11/05/2017 Social Security Department

Employment and Social Security additional deposit of Governance files. Includes Health Service Disciplinary JA/3120 24/05/2017 Social Security Tribunal correspondence, 1967-1993. Department

Health and Social Health and Social Services, Independent Safeguarding and Standards c/o Quality Assurance JA/3068 10/02/2017 Services Department & Governance Service, digital transfer.

Health and Social Health and Social Services additional deposit of three photographic prints found at St JA/3112 28/03/2017 Services Department Saviour’s Hospital, including images of drag hunt at Acrewood near Georgetown, a frozen watermill, and a harbour.

Health and Social Health and Social Services additional deposit. Includes admission registers from Overdale JA/3150 19/07/2017 Services Department Hospital, 1969-1984

Independent Jersey Report of the Independent Jersey Care Inquiry, 2017 JA/3144 03/07/2017 Care Inquiry

Information Services Three States of Jersey ‘Information Matters’ posters on the subject of managing email, 2015 JA/3060 12/01/2017

Jersey Heritage Jersey Heritage additional deposit. Includes photographs of the Occupation Tapestry being JA/3092 24/03/2017 worked on and a film of Ronez Quarry on DVD-R.

Jersey Heritage Jersey Heritage additional deposit. Includes: 1,000 faces film project consent forms, 2013 JA/3108 21/04/2017 - 2014; Jersey Heritage leaflets, membership brochures, volunteers newsletters etc. c.2010 – 2016; German Occupation Source Pack, 2017; Jersey Archive WYSS promotion 2010 – 2016; Jersey Archive – Readers Registers 2009 – 2014; Moments in Time Volume 8; Citibank Project File, 2000; Jersey Heritage Reviews and Heritage Magazine 2004 – 2011.

28 | 2017 ARCHIVE ANNUAL REPORT APPENDIX A

Public Institution Description Accession Number Accession Date

Jersey Heritage Jersey Heritage Additional Deposit. Includes framed awards and certificates given to the JA/3111 04/05/2017 organisation, 1990s-2000s.

Jersey Heritage Jersey Heritage community learning team transfer of research material on 1980s Jersey for JA/3128 02/06/2017 the ‘Bergerac’s Jersey’ exhibition at Jersey Museum, 2017

Jersey Heritage Jersey Heritage additional deposit. Includes board papers 2006 - January 2011. JA/3139 22/06/2017

Jersey Heritage Funeral service card of David Gainsborough Roberts, 2017 JA/3151 20/07/2017

Jersey Heritage DVDs of film presentations shown at the Jersey Museum: “Our Island” and “Voices of the JA/3159 04/08/2017 Great War”

Jersey Heritage Jersey Heritage additional deposit. Includes diaries 1979-1984 and visitors’/ JA/3190 12/10/2017 comments books 1979-2009 (not inclusive).

Jersey Heritage Jersey Heritage additional deposit. Includes material from the ‘Faces of the Great War’ JA/3197 27/10/2017 project, 2014.

Jersey Library Jersey Library additional deposit. Includes: action plan, annual report, management team JA/3107 28/04/2017 minutes, marketing material, press releases, publications and brochures. 2015-2016

Judicial Greffe Judicial Greffe additional deposit. Includes: Public Registry contracts covering October 2015 JA/3075 20/02/2017 - June 2016.

Law Officers’ Law Officers’ Department additional deposit. Includes: files relating to estates & trusts JA/3143 30/06/2017 Department 1980s-1990s; criminal prosecution files relating to named individuals 1949-2004.

Le Rocquier School records, includes admission registers 1975-1990, yearbooks, photographs JA/3180 20/09/2017 and other records

2017 ARCHIVE ANNUAL REPORT | 29 APPENDIX A

Public Institution Description Accession Number Accession Date

Magistrates Court Judicial Greffe additional deposit of Magistrates’ Court records. Includes: Petty Debts Court JA/3170 24/08/2017 claim summaries August 2002-October 2004.

Magistrate’s Court Judicial Greffe additional deposit of Magistrates’ Court records. Includes: Petty Debts Court JA/3091 23/03/2017 claim summaries, February 2001- July 2002.

Parish of St Brelade Parish of St Brelade additional deposit of Electoral Registers for districts 1 and 2, September JA/3184 29/09/2017 2017

Parish of St Martin Parish of St Martin additional deposit. Include plans of: proposed extension to Public Hall, JA/3098 07/04/2017 1954; St Catherine’s environmental improvement plan, not dated; Haut de la Garenne housing plan, 1991; “Amy site” basic plans, 1965; Les Viviers Aquarium plans at St Catherine, 1993; Le Taillis – licensed premises and St Martin FC football pitch, 1952; Village development plans (Gorey and Rue de la Haye), 1970.

Parish of St Martin Parish of St Martin additional deposit. Includes: Comice Agricole (agricultural show) records, JA/3121 25/05/2017 1894-1961; Honorary Police minutes, 1939-1964; transcription of apperiment du Fief du Roi, 1701-1704; 3 mounted photographs.

Rouge Bouillon School Rouge Bouillon School additional deposit of a scrapbook, 1991-1996 JA/3125 02/06/2017

Rouge Bouillon School Rouge Bouillon School additional deposit. Includes: Photographs, internal school JA/3183 25/09/2017 documents/policies, press cuttings, school diaries, Governing Body and management records, Ace of Clubs records, and other records. c1984-2016.

Social Security Social Security Department, Health and Safety at work Inspectorate additional deposit. JA/3132 09/06/2017 Department Includes: Prosecution files, 2006-2010; Investigation files, 2009.

30 | 2017 ARCHIVE ANNUAL REPORT APPENDIX A

Public Institution Description Accession Number Accession Date

Social Security Social Security Department, Governance section additional deposit (digital transfer). JA/3146 07/07/2017 Department Includes: Appeal Tribunal Archive. 108 Tribunal case papers, 1993-2013

Social Security Social Security Department additional deposit (digital transfer). Includes: Acceptable JA/3153 20/07/2017 Department Customer Behaviour Report and LTC general information booklet, 2016.

Social Security Social Security Department additional deposit of policy documents 1971-2008. JA/3199 31/10/2017 Department

St Clement’s School St Clement’s School additional deposit. Includes: admission register 04/09/1997- JA/3185 28/09/2017 04/09/2012; planning & project meetings, May 2006-Oct 2008; Primary heads meetings minutes & agendas; Mar 2011-May 2014; 2015 Year 6 yearbook; 100th anniversary celebration video.

St John’s School St John’s School additional deposit. Includes: redevelopment project files, 1997; PTA JA/3072 17/02/2017 minutes, 1986-2005; PTA accounts 1992-2004; photographs, school diaries and scrap books, 2002-2014; log books, 1992-2006; historical photos and news-cuttings.

States Greffe States Greffe additional deposit. Includes scanned copies of Projets covering 1973-1984. JA/3099 07/04/2017

States Greffe Independent Jersey Care Inquiry archive material JA/3205 17/11/2017

States of Jersey Police JMAPPA (Jersey Multi-Agency Public Protection Arrangements) Meeting profiles relating to JA/3062 16/01/2017 named individuals, boxes 004 and 005.

States of Jersey Police States of Jersey Police additional deposit. Includes: criminal records 1960s-1980s, crime JA/3093 27/03/2017 register 1989-1990, medical fraud case 2001, police standard entrance test file 1974-1985.

2017 ARCHIVE ANNUAL REPORT | 31 APPENDIX A

Public Institution Description Accession Number Accession Date

States of Jersey States of Jersey Statistics Unit additional deposit. Includes PDF files of: Statistic User Group JA/3103 21/04/2017 Statistics Unit meeting minutes Jan 2011- Dec 2016; code of practice; household spending survey leaflet; 2011 census posters and leaflet.

Treasury and Treasury and Resources Department additional deposit. Includes published financial reports JA/3136 15/06/2017 Resources and accounts of the States of Jersey for 2016

Visit Jersey Visit Jersey additional deposit. Includes B-Roll film footage in digital betacam (both small JA/3198 27/10/2017 and large cassettes) and DVD formats, also includes some VHS and film, c2008-2013

30 | 2017 ARCHIVE ANNUAL REPORT APPENDIX B

APPENDIX B Key Performance Indicators

Indicator 2016 Result 2017 Forecast 2017 Result 2018 Forecast

Number of new 195 175 159 100 Reduced space at Jersey Archive will mean that large collections accessioned collections cannot be accepted until the extension is complete.

Cubic measurement 31 cubic 30 cubic metres 14.5 cubic metres 28 cubic metres Formal accessioning of 21.6 cubic metres of records of new collections metres from Children’s Services currently held at Jersey Archive accessioned occurred in January 2018.

Time until Jersey Archive 1.3 ys 0.5ys 9 months Archive full is full

Newly catalogued records 23,380 (294,336 25,000 (319,336 31,465 (325,800 13,300 (339,100) Funding from Jersey Heritage and Patrons for staff and available online total) total) total) volunteers to work on JEP photographic archive in 2017. JEP staff reduced for 2018 with funding running out in August 2018.

Number of retention 191 191 194 194 Majority of Public Institutions now have retention schedules in place schedules in place so the 5 year review process is the focus of work. 3 additional schedules agreed in 2017.

2017 ARCHIVE ANNUAL REPORT | 31 APPENDIX B

Indicator 2016 Result 2017 Forecast 2017 Result 2018 Forecast

Number of retention 13 6 24 20 2017 result includes complete review of all Andium schedules reviewed Homes retention schedules. 9 schedules are due for review in 2018 but due to GDPR and update legislation more reviews are being requested.

Public Access to Jersey 162 161 161 163 Scheduled opening Archive – days open per year

In person visits to Jersey 2,901 2,900 3,087 3,000 In person visits to the Archive have declined slightly with Archive the growth of online use.

Online catalogue visits 116,933 130,000 190,694 200,000 Predicted continued increase in online use

Distance enquiries 3,900 4,000 4,022 4,100 Predicted continued increase in distance enquiries

Attendance at Archive 1,310 1,000 1,278 1,400 Family History Festival planned for 2018 with 3 days of talks talks and tours.

32 | 2017 ARCHIVE ANNUAL REPORT APPENDIX C

Area 2017 Budget

Building Maintenance – Jersey Archive £31,440

APPENDIX C Conservation, Preservation and Packaging Materials £23,740

Archive Funding Disaster Planning £1,100

Jersey Heritage receives an annual grant from the Documentation and online development £11,500 States of Jersey to run a wide of range of services including the provision of an archive. The organisation Environmental Costs – Jersey Archive £4,276 also self-generates around 50% of its income through a range of activities including admissions, membership Gardening and Cleaning £6,108 and heritage lets and venues.

Jersey Archive is an integral part of Jersey Heritage and Heat, Light and Water £24,262 the public of Jersey benefit from the overall synergies between the provision of archive, historic environment and museum services. Synergies include central support Interpretation, Public Services and Support Costs £9,000 services across the organisation such as buildings maintenance, collections management, finance and Marketing £2,750 human resources. As a result of these shared central costs it is difficult Permanent Staff – 8.1 FTE including social security, pension, holiday costs etc. £418,289 to give a definitive stand-alone figure which reflects the exact cost of running the Jersey Archive service. However the table below gives an indication of spend Security £2,151 in different areas of the Archive services operations. Sponsored Events £3,500

Total £538,116

This table does not include IT, telephones and computer support costs, insurance and rates and training costs which are all held centrally.

2017 ARCHIVE ANNUAL REPORT | 33 Archives sit at the heart of our collective understanding: who we are, where we came from, and, indeed, where we are going. Archives Unlocked, The National Archive

Jersey Archive, Clarence Road, St Helier, Jersey JE2 4JY Telephone: +44 (0) 1534 833300 Email: [email protected]

jerseyheritage.org AssociationRegistered of charity: Jersey 161 Charities, No. 161